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Training and development

Introduction
In modern organization, employees are the asset of

the organization. Every organization wants


experienced and well trained employees for better
performance. For the survival and attainment of the
mutual goal it is both organization and people
should develop.
In todays organizational system training is an
important sub-system of human resource
department. Every organization provides training to
their employees so that they can cope up with the
changing environment. You will also agree to me
that learning to ride a bicycle helped you in riding a
bike but you need specific training to be perfect in it.

Definition
Flippo defines training as the act of increasing the

knowledge and skills of an employee for doing a particular


job.
Taylor defined training as a means to bring about a
continuous improvement in the quality of work performed ,
it would equip them with necessary knowledge , skill,
abilities and attitude to perform their work.
Manpower Services Commission says that It is a planned
process to modify attitude, knowledge or skill behaviour
through learning experience to achieve effective
performance in an activity or range of activities. Its
purpose, in the work situation, is to develop the abilities of
the individual and to satisfy the current and future
manpower needs of the organization.

Definition
Training is short term process utilizing a

systematic and organized procedure by


which non-managerial personnel learn
technological knowledge and skills for a
definite purpose....
It refers to the training given to the
employees in the areas of operations and
technical/mechanical areas. (basic skills to
perform the job)

Need For Training


To match the employee specifications with the job

requirements and organizational needs


Organizational viability and the transformation process
Technological advances
Organizational complexity
Change in the job assignment
To increase productivity and Quality.
To help a company fulfill its future personnel needs.
To improve organizational climate
To improve health and safety
Obsolescence prevention
Personal growth
To cope with labor turnover
To minimize the resistance to change

The main objective of training is:

To prepare the employee for the changing requirements of the

job and the organization.


To avoid obsolescence.
To impart basic knowledge to the new entrants and ensuring job
specific intelligent performance.
To prepare employee for higher level tasks.
To ensure effective performance in their respective field.
To be helpful in succession planning.
To provide an opportunity for interchange of ideas for senior
managers and broadening their minds..
To identify and develop the potential of the employees.
To ensure smooth and efficient functioning of the organization.
To develop a sense of responsibility, cooperative attitude and
good relationship.
To improve the morale of the employees.
To ensure quality in production and operations.
To reduce accidents, wastage and supervision.

Training is not only beneficial for an individual but it


is also important for organization and groups.
Benefits to the organization:
Leads to improved profitability and or more positive

attitudes towards profit orientation


Improves the job knowledge and skills at all levels of
the organization
Improves the morale of the work force
Helps people identify with organizational goals
Helps create a better corporate image
Fosters authenticity, openness and trust
Improves relationship between boss and subordinate
Aids in organizational development

Benefits to the organization:

Learn from the trainee

Helps prepare guidelines for work


Aids in understanding and carrying out

organizational policies
Provides information for future needs in all areas of
the organization
Organization gets more effective decision making
and problem solving skills
Aids in development for promotion from within
Aids in developing leadership skills , motivation,
loyalty, better attitudes and other aspects that
successful workers and managers usually display.
Aids in increasing productivity and / or quality of
life
Helps keep costs down in many areas

Benefits to the organization:


Develops a sense of responsibility to the organization

for being competent and knowledgeable


Improves labour-management relations
Reduces outside consulting costs by utilizing
competent internal consultation
Stimulates preventive management as opposed to
putting out fires
Eliminates suboptimal behaviour ( such as hiding
tools)
Creates an appropriate climate for, communication
Helps employee adjust to change
Aids in handling conflicts, there by helping to prevent
stress and tension.

Benefits to the Individual

Helps the individual in making better decisions

and effective problem solving


Through Training and development,
motivational variables of recognition ,
achievement, growth, responsibility and
advancement are internalized and
operationalised
Aids in encouraging and achieving self
development and self confidence
Helps a person handle stress, tension,
frustration and conflict
Provides information for improving leadership,
knowledge, communication skills and attitude

Benefits to the Individual


Increases job satisfaction and recognition
Moves a person towards personal goals

while improving interactive skills


Satisfies personal needs of the trainer and
trainee
Provides the trainee an avenue for growth
and a say in his/ her own future
Develops a sense of growth in learning
Helps a person develop speaking and
listening skills; also writing skills when
exercises are required
Helps eliminate fear for attempting new

Relations, Intra group and inter group


Relations and policy Implementation:
Improves communication between groups and

individuals
Aids in orientation for new employee and
those taking new jobs through transfer or
promotion
Provides information on equal opportunity and
affirmative action
Provides information on other government
laws and administrative policies
Improves interpersonal skills

Benefits in personnel and human


Relations, Intra group and inter group
Relations and policy Implementation:
Makes organizational policies, rules and

regulations viable
Improves morale
Builds cohesiveness in groups
Provides a good climate for learning,
growth and co ordination
Makes the organization a better place to
work and live.

various causes due to which need


for training arises
i). Matching employee specification with
the job requirements: When there is any
deviation between employees present
specifications and job requirements ,
training is needed to bridge these gaps by
developing and modifying the employees
skill, knowledge, behavior and attitude.
ii) Organizational viability and the
transformation process: environmental
factors continuously influence the
organizational viability. To cope up with the
changing environment and for being
efficient in the organization, employees

various causes due to which need for


training arises
iii)Technological advances: Even though the
organization is using advance technology it will not be
productive, unless and until it is supported by skilled
people. Every organization needs to train the
employees in the areas of changing technology from
time to time.
iv) Organizational complexity: The functioning of the
many of the organization is becoming complex day by
day. With large level of mechanization and automation,
companies are dealing in various diversified fields.
They are extending their operations with multiple
products and by products. In this complex situation
training prepares the employees to be change agents
and contribute in organization effectiveness.

various causes due to which need for training arises


v) Change in the job assignment: In case of promotion,
transfer or job rotation an employee is expected to be
productive; Training provides him the tool and makes him multi
skilled.
There are many other causes due to which training is need.
They are:
To increase productivity
To improve quality of the product/ service
To help a company to fulfill its future personnel needs
To improve organizational climate
To improve health and safety
To prevent obsolescence
For personal growth
To minimize the resistance to change
To be accepted by peer group.
To make employee mobile and versatile

Training Methods
On the Job: On the job training is a very

commonly used method. This method is


also known as job instruction training. In,
on the job training, the trainee is not
removed from his regular job and taught
necessary skills to perform a particular job.
Under the guidance of a qualified worker or
supervisor, they learn to perform their job.
The emphasis is on performing in an
effective manner.

Advantages and Disadvantages of on the job training


program

Advantages of On-the-job methods are as follows:


There is no need for special facility
Additional staffs are not required
No simulated situations
No impact on departmental production
Work relationships can be established from the

beginning it self
Learning can be controlled
Less cost, no off the job cost
Away from pressure of work and home.

Disadvantages:
Adverse impact on production so high

departmental budget
Chance of damage to the machines and
equipment
Increase in wastage and scrap due to lack of
experience
Multiple work of instructor , may lack skill of
training
Time constraint due to pressure of production
target
Psychological pressure on trainee.

Training Methods
On-the-job methods
Job Rotation
Coaching
Job Instruction
training
Committee
assignments
Demonstration
Apprenticeship

Off-the-job methods
Vestibule training
Role playing
Lecture methods
Conference or discussion
Programmed instruction

Training Methods
Off the job:
In off the job training the employee is taken away
from his actual work place. Training is provided at
a location specially arranged for training program.
Advantages
More time to learn
Trainees specific difficulties are explored
Relaxed atmosphere supporting to learn
Less distraction so full attention of trainee
Exchange of knowledge and experience
Improves morale
Helps in self development

Off the job cont..


Disadvantages:
External facilities so expensive method
Artificial away from reality.
Difficulty in solving actual work problem
Resistance from participants being away
from own job
Difficult to implement to work place
Very time consuming
Inconvenient
High travelling cost.

widely used On the Job training methods


1. Job Instruction Training: The job instruction
training was developed during World War II. In
this training workers are taught to perform his
current job. A senior co worker, supervisor or
any trainer can act as a coach. It is most
suitable for simple job of semi skilled or
unskilled jobs, where operations are easy. In
this training, trainee learns through observation
and practice. This training method is
economical but it can cause accidents or
damage equipments.

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On The Job Training Methods

Merits and demerits of job instruction


training
M e r it s

D e m e r it s

T r a in e e le a r n s f a s t t h r o u g h p r a c t ic e a n d o b s e r v a t i o n .

T h e t r a i n e e s h o u l d b e a s g o o d a s t h e t r a i n e r.
If th e tr a in e r is n o t g o o d , tr a n s fe r e n c e o f
k n o w l e d g e a n d s k i l l s w i l l b e p o o r.

It is e c o n o m ic a l a s it d o e s n o t r e q u ir e a n y s p e c ia l
s e t t i n g s . A ls o , m is t a k e s c a n b e c o r r e c t e d i m m e d ia t e ly .

W h il e le a r n in g , t r a in e e m a y d a m a g e e q u ip m e n t ,
w a s t e m a te r ia ls , c a u s e a c c id e n ts f r e q u e n tly.

T h e t r a in e e g a in s c o n f i d e n c e q u ic k ly a s h e
d o e s t h e w o r k h im s e l f i n a c t u a l s e t t in g w it h
h e l p f r o m s u p e r v i s o r.

E x p e rie n c e d w o r k e r s c a n n o t u s e th e m a c h in e r y
w h il e it is b e in g u s e d f o r t r a in in g .

I t i s m o s t s u it a b le f o r u n s k i ll e d a n d s e m i- s k ille d jo b s
w h e r e t h e jo b o p e r a t i o n s a r e s im p l e ; e a s y t o e x p la i n

Training

2. Coaching: It is a continuous process of


learning by doing, where training is given
by immediate supervisors. In this method
supervisor explains the things and answer
the questions of the trainee. In other words
we can say that it is an unplanned, informal
way of training, where supervisor tells the
method of doing a particular job. This
method can be very useful when an
employee is facing problems in
performance or having low morale or
violating policies of the company. To make
this training method effective it is

3. Mentoring: Mentoring is a method under which


the senior takes the responsibility of grooming the
junior employee. According to the work culture and
commitment from the top management there can
be a formal or informal way of providing training.
The main objective of mentoring is to integrate the
employee with the organization and help him in
attaining psychological maturity. Mentoring can be
very effective when mentor acts as a friend ,
philosopher and guide who takes care of the career
development of the subordinate. This on the job
method helps the employee to develop necessary
competencies by offering challenging assignments.

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Functions of Mentoring
G o o d m e n te e s ......

G o o d m e n to r s ......

L is t e n a n d u n d e r s t a n d
C h a lle n g e a n d s t im u la te
le a r n i n g
C oach
B u i l d s e l f - c o n fi d e n c e
P r o v id e w is e c o u n s e l
T e a c h b y e x a m p le
A c t a s r o le m o d e l
S h a r e e x p e r ie n c e s
O ff e r e n c o u r a g e m e n t

L is te n
A c t o n A d v ic e

S h o w c o m m itm e n t to le a r n

S u c c e s s fu l
M e n to r in g

C
A
A
A
A

h e c k e g o a t th e d o o r
s k fo r fe e d b a c k
r e o p e n m in d e d
r e w il li n g t o c h a n g e
r e p r o a c tiv e

Merits and demerits of Mentoring


M e r its

D e m e rits

T h e r e i s a n e x c e ll e n t o p p o r t u n it y t o l e a r n

It m a y c r e a te fe e lin g s o f je a lo u s y a m o n g q u ic k ly
th r o u g h c o n tin u o u s in te r a c tio n . o th e r w o r k e r s w h o
a r e n o t a b le to s h o w e q u a lly g o o d p e r fo r m a n c e .

C o n s t a n t g u id a n c e h e lp s t h e m e n t e e
to b e o n t r a c k , u s in g f a c ilitie s to g o o d
a d v a n ta g e .

If m e n to r s f o r m o v e r ly s tr o n g b o n d s w ith
t r a in e e s , u n w a r r a n t e d fa v o u r it is m m a y r e s u lt.
T h is c a n h a v e a d e m o r a lis in g e f fe c t o n o th e r w o r k e r s ,
a f f e c t in g t h e i r w o r k p e r f o r m a n c e in a n e g a t iv e w a y.

Training

4. Job Rotation: In this training the employee is moved


from one job to another. It gives the employee an idea
about the functioning of the organization. The main
objective of job rotation is to provide understanding of
the different functional areas of the organization and
wisdom of better career prospect.
It provides job satisfaction and enhances job skills. In
an organization when promotion or transfer is required
then job rotation offers flexibility and facilitates
cooperation. But it has certain demerits too. It increases
the workload of the employees. Other than this only
multi tasking can not provide job satisfaction to the
employees. It increases the cost too , if trainee makes
any mistake. The success of this method depends upon
the capabilities of the trainee. This method provides an
opportunity to the trainees to understand the problems
of employees on other jobs and learn to respect them.

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On The Job Training Methods

Merits and demerits of Job rotation


Merits

Demerits

Improves participants job skills, job satisfaction Increased workload for participants
Provides valuable opportunities to network within
Constant job change may
produce
the organisation
stress and anxiety
Offers faster promotions and higher salaries to
quick learners

Mere multiplication of duties do not

enrich the life of a trainee

Lateral transfers may be beneficial in rekindling Development costs may shoot up


when
enthusiasm and developing new
talents
trainees commit mistakes, handle
tasks
less optimally

Training

5. Apprenticeship: Apprenticeship training is similar to


assistantship and internship in a sense that these
methods also require high employee participation.
Apprenticeship is beneficial for mostly craft workers such
as carpenters, plumbers etc. It is generally for a given
period of time.
6. Committee assignments: In the committee
assignment a group of trainees are given actual
organizational problem to solve. It helps in developing
teamwork and team spirit. This method can be very
useful for growing organizations by providing
opportunities to understand people and process
governing the whole organization. The management
should handle this activity well to avoid wasting time and
money.

Off the Job methods


Vestibule training: In this training method, theory can be

related to practical. In this method actual work like


condition is simulated at a training centre. This type of
training is used to prepare people for clerical and semi
clerical jobs. In this training things which are used in actual
job performance like, files, materials and equipments are
kept /used .Duration of training can be few days to few
weeks.

Role playing: It is a training method which involves action,

doing and practice. It focuses on emotional issues. Trainees


play different roles and they learn to develop relations. It is
very useful for interpersonal skill development.

Off the Job methods


Lecture method: Lecture method is one of the oldest methods of

instruction. It is the verbal presentation of the information. It is a


direct method so it can be very effective for large groups. Trainer
prepares the learning materials and discusses it with trainees. If
interest is created and employees are motivated then this cost
effective and less time consuming method can be used. It can be
made more effective by combining it with other methods.
Discussion/ Conference method: In this method with the help
of teaching aids , trainer deliver the lecture and invites them for
discussion. It is a group centric approach.
Programmed instruction: In This method the subject material is
provided in a series of carefully designed sequential units. They
are planned in simple to complex manner. In this training there is
less intervention of trainer. Trainee reads the different units and
then answers the questions. Correct answer is provided after
every response. It is a costly and time consuming method.

Off the Job methods


Behaviorally experienced training: Some

training program focuses on emotional and


behavioural modification. Sensitivity training is
one such training method. Other techniques like
business games, cases, group discussion and
small assignments are also used for
understanding self and others.
E- Training: In this method Internet or
Intranet is used to conduct online training
program. Many companies now a days like
Wipro, Infoysis, AdityaBirla groups and Other
MNCs are using e training as an effecting any
time method of training.

E- Training
Advantages:
It is self paced. Trainees can proceed on their own.
It is interactive, tapping multiple trainee senses
Allows for consistency in the delivery of training.
Enables scoring of services/ assessment and the
appropriate feedback.
Incorporates built in guidance and help for
trainees to use when needed.
It is relatively easy for trainers to update content.
Can be used to enhance instructor led training.

E- Training
Disadvantages:
May cause trainee anxiety.
Not all trainees may be ready for e- learning.
Not all trainees may have easy and uninterrupted access
to computers.
Not appropriate for all training content. E.g. leadership,
cultural change.
Requires significant upfront cost and investment.
No significantly greater learning evidenced in research
studies.
Requires significant top management support to be
successful
It is worth saying that
organizations using e-learning exhibit a number of
common success factors.

Steps in Training Programme


Identifying training needs

(Organization, Task and Man Analysis)


Preparing training prog.
Preparing the learners
Implementing training programme
Performance try out
Follow-up actions

Training Procedure
Preparing the instructor
Preparing the trainee
Getting ready to teach
Presenting the operation
Try out the trainees performance
Follow up

PROCESS
Training need analysis is done to find out

the kinds of training that are needed, who


needs them, where they are needed and
which methods will best deliver the need
skill, knowledge, attitude to the workers.
Training needs assessment is an
organizational intervention. Its success
largely depends on the support extended
by the organization and its members at all
levels.

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Data sources used in training needs


assessment
Organisational Analysis

Task Analysis

Person Analysis

Organisational goals and objectives


appraisals

Job descriptions

Performance data or

Personnel inventories

Job specifications

Work sampling

Skills inventories

Performance standards

Interviews

Organisational climate analysis

Performing the job

Questionnaires

Eficiency indexes

Work sampling

Tests (KASOCs)

Changes in systems or subsystems


(e.g., equipment)

Reviewing literature on
the job

Customer/employee
attitude surveys

Management requests

Asking questions about


the job

Training progress

Exit interviews

Training committees

Rating scales

MBO or work planning systems

Analysis of operating
problems

CIT

Customer survey/satisfaction data

Diaries
Devised situations (e.g., role
play)
Assessment centers
MBO or work planning

systems

Training

9-6

Learning Principles: The Philosophy


of Training

Training efforts are invariably based on certain learning oriented


guidelines:
Modelling: It is simply copying someone else's behaviour. (like
showing the
videotapes of desired behaviour while at work)
Motivation: For learning to happen, it is important to motivate the
trainee first.
Reinforcement: If behaviour is rewarded, it probably will be
repeated.
Positive reinforcement consists of rewarding desired
behaviours.
Feedback: Feedback helps an employee find where he stands.
People learn
best if reinforcement is given as soon as possible.
Spaced practice: Learning takes place easily if the practice
sessions are
spread over a period of time.
Whole learning: Employees learn better if the job information is
given as an entire logical process.
Active practice: Learning is enhanced when trainees are provided
ample opportunities to repeat the task.
Relevance: training should be as real as possible so that trainees
can
successfully transfer the new knowledge to their jobs
Training

Principles of Training

Motivation

Progress information
Reinforcement
Practice
Full vs. Part
Individual differences
Mental set
Nature of learning materials
Known to unknown

Training Pitfalls
Here is a checklist to avoid training pitfalls

Attempting to teach too quickly

Trying to teach too much

Viewing all trainees as the same

Giving very little time to practice

Offering very little to the trainee in the


form of encouragement, praise or reward

Evaluation of Training
Prog.
Learning
Job behavior
Organization (in the form of increased

productivity, quality, morale, sales etc.


Ultimate value (company goals and Individual
goals)
Reactions

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